Inter / Intra Deanery Transfer - East of England Multi-Professional ...

Inter / Intra Deanery Transfer Policy 

This policy sets out the process and circumstances under which trainees may transfer into 

or out of the East of England Multi-Professional Deanery (“ the Deanery”) 

Authors: Kate Read and Surbhi Shah 


East of England Multi-Professional Deanery 

Updated January 2012 

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EQUALITY ACT 2010 

The East of England Multi-Professional Deanery is committed to equality and diversity within the 

organisation and this policy is in line with the Equality Act 2010. The Deanery will ensure that the 

application of any part of this policy does not discriminate, either directly or indirectly, against anyone 

on the grounds of race, disability, sex, gender reassignment, sexual orientation, religion or belief, age, 

pregnancy or maternity, marriage or civil partnership. An Equality Impact Assessment (EqIA) will be 

carried out on an annual basis or in light of any amendments made to ensure this policy will not have a 

positive or adverse impact on any trainee. 

Movement of Specialist and Specialty Trainees (SpRs, StRs, GPStRs) between Deaneries and 

Inter-Deanery Transfers of NTNs / Core Training Numbers 

The Deanery has adopted the national policy for transfer of trainees between deaneries. 

It is possible for SpRs/StRs to be helped to move between deaneries or within the UK. The 

arrangements for this apply to both full-time and part-time trainees. Movement is at the discretion of 

the Postgraduate Dean/Director of Postgraduate General Practice Education and trainees will be 

expected to show that they have well-founded reasons for moving. Section 14 of the Orange Guide 

gives a clear outline of the basic rules relating to trainees in SpR training posts. Section 6 of the Gold 

Guide gives a clear outline of the basic rules relating to trainees in StR training posts. 

Postgraduate Deans and trainees need to be aware that a “protected” transfer bypasses the normal 

appointment process for the receiving Deanery, and may delay the entry of other trainees, including 

LATs, aspiring to an StR post in that speciality in the region concerned. 

It is important that trainees give as much notice as possible when requesting a transfer as training 

vacancies in other Deaneries may not be readily available and arrangements therefore may take some 

time to set up. 

Well-founded personal reasons (usually permanent transfers) 

These will often be related to family, such as the genuinely unavoidable move of a spouse or committed 

partner to another part of the country, or illness of a dependent family member, which could not have 

been foreseen when the appointment to the current SpR/StR/GPStR post was made. Applicants will be 

asked to confirm (by signing the appropriate “Inter-Deanery Transfer Application” form – GP IDT1 or ST 

IDT1) when their personal circumstances changed. Deaneries will accept transfer requests within the 

first year of appointment but the transfer itself would not be considered appropriate, unless in very 

exceptional circumstances, until after 12 months in the appointed post. 

It should be recognised that transfers are “not an entitlement”, (Orange Guide/Gold Guide) and the 

decision to consider a transfer request will be influenced not only by the strength of the personal case 

but also the impact of the requested transfer on other trainees in the receiving Deanery, especially in 

specialties for which competition is intense. The final decision will rest with the receiving Deanery, who 

will be advised by the home Postgraduate Dean/Director of Postgraduate General Practice Education 

responsible for the current post, and by key trainers. 

If agreed in principle, a commitment will be made, but actual placement in the programme and provision 

of a new higher/core training post may not be possible immediately, or even for some time. This will 

depend on the availability of an appropriate slot in the training programme and the availability of 




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NTNs/training posts in the receiving Deanery. Inter-Deanery transfers cannot be made from one 

specialty to another. Also, where there are differences in programmes offered with respect to run 

through or core between Deaneries a transfer will not confer any advantage i.e. a trainee undertaking 

core training in England, Northern Ireland or Wales cannot transfer into a run through training 

programme in Scotland. 

The following criteria for consideration of transfer requests for well-founded personal reasons: 

� 

� Caring responsibilities 

� Committed relationship – particularly marriage, civil partnerships 

� 

� Length of rotation 

� 

� Having to accept a change of location of a partner where the partner has no 

� real choice in changing the length or location of their employment 

The following criteria will be considered under current OOPR and OOPE procedures. 

� Research, education or leadership responsibilities of a national significance, 

not able to be delivered within the Deanery 

Transfer Window 

The review has recommended the introduction of a transfer window and it has been agreed that during 

these transfer windows, a Deanery panel should meet to consider all requests from trainees wishing to 

transfer into the Deanery. The panel should consist of representatives of the Deanery together with a lay 

representative and a trainee representative. This trainee representative should ideally be from out with 

the Deanery to ensure fairness. The BMA Junior Doctors Committee (JDC) would also be able to help 

with providing a trainee representative, if so required. The panel will rank each application for transfer 

received within the transfer window and offer places that are available based on ranked position. It was 

noted that it may not be possible to place all trainees, however processing requests in this way would 

ensure that all requests are considered against the seven criteria. 

It has been agreed that a transfer window should take place in April (Transfer Window 1) and then again 

in October (Transfer Window 2). This should allow any requests to be considered before any upcoming 

recruitment rounds. However Postgraduate Deans/Directors of Postgraduate General Practice Education 

could fast track requests in exceptional circumstances. 

Transfer Window 1: To consider all requests submitted to the Deanery between [September and 

December] - panel meeting to review all requests received to be held in the first week of [January] 

Transfer Window 2: To consider all requests submitted to the Deanery between [October and July 

- panel meeting to review all request received to be held in the last week/first week of [July/August]. 

Appeals process 

It should be emphasised that a decision to release a trainee is far simpler than to accept a trainee and 

that a distinction would need to be made between the two processes. 

Appeals against release 

An appeal against this decision should be conducted by the Postgraduate Dean/Director of Postgraduate 

General Practice Education. Trainees appealing this decision may be supported by a trainee 

representative or a representative provided by the Junior Doctor Committee (JDC) if requested. 




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Appeals against panel decision to accept a trainee 

The appeal would need to be conducted by a separate panel to that which conducted the transfer 

window panel. This panel would also need lay and trainee representation. Trainees would be able to 

contest the reasons for the decision, however they would not be able to appeal the fact that the reason 

their request has been refused is that there is no available post for them in the Deanery they wish to 

transfer into. 

Trainees should submit the appeal within 5 working days of the decision being communicated to them. 

An appeal panel will then be convened within 5 working days of receiving the appeal. 

Acceptability criteria 

If the “home” Deanery consents to release a trainee from the Deanery, a (GP IDT1 or ST IDT1) should 

be completed confirming that the trainee fulfilled one of the above seven criteria for transfer and was 

currently progressing satisfactorily in training and not undergoing any disciplinary procedures. It should 

be acknowledged, however, that in exceptional circumstances a failing trainee may be transferred if it 

was deemed the correct educational decision and it had been agreed by both Postgraduate 

Deans/Directors of Postgraduate General Practice Education. 

Trainees should confirm their circumstances for transfer by signing a declaration on the “Inter-Deanery 

Transfer Form” and this is considered more appropriate than requesting personal information from the 

trainee e.g. occupational health assessments. If this information is subsequently found to be untrue, this 

will be considered a probity issue and may be referred to the GMC. 

Formal advice to trainees: a model “statement” 

If a trainee wants to be considered for an inter-Deanery transfer, they should: 

� Ask their current Postgraduate Deanery for a copy of the guidance document on „Movement of 

Specialist and Specialty Trainees ( SpRs/StRs/GPStRs) between Deaneries, and inter-Deanery 

transfers of NTNs/core training numbers‟, and read section 14 of the 1998 Orange Guide(SpRs) 

or section 6 of the 2009 Gold Guide (StRs/GPStRs) 

� Approach their own Postgraduate Dean/Director of Postgraduate General Practice Education to 

explain why they are seeking an inter-Deanery transfer. If it is for personal reasons, they should 

be able to show a change in their personal circumstances which accounts for this request. They 

will need the agreement of their current Postgraduate Dean/Director of Postgraduate General 

Practice Education to initiate the process. 

� Complete the “Inter-Deanery Transfer Application Form” (GP IDT1 or ST IDT1)requesting an 

inter-Deanery transfer and submit it to your current Postgraduate Dean/Director of Postgraduate 

General Practice Education together with an up-to-date CV to the Postgraduate Dean/Director 

of Postgraduate General Practice Education who should then contact the Postgraduate 

Dean/Director of Postgraduate General Practice Education in the region in which they are 

seeking to transfer. 

The trainee may subsequently be contacted by that Postgraduate Dean/Director of Postgraduate 

General Practice Education or their representative in order to discuss the process further. 

Please note that all requests for inter-Deanery transfers will be considered by a Deanery panel. 

There will be 2 transfer windows in each year – [May to September] with applications being 

considered in [October, and [November to April] with applications being considered in [May]. 




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Postgraduate Deans/Directors of Postgraduate General Practice Education may consider and 

approve requests outside of these windows if it is felt that there are exceptional circumstances in 

any particular case. 

Appendix A 

Inter Deanery Transfers (IDT) – Frequently Asked Questions 

Can I apply for an IDT? 

All cases will be considered on an individual basis. However, the following non-exhaustive criteria have 

been agreed as reasonable requests for transfer: 

1. Significant life event 

2. Caring responsibilities 

3. Committed relationship – particularly marriage/civil partnership 

4. Other relationships including the importance of support networks 

5. Length of rotation 

6. Impact on the well being of the individual 

7. Forced change of location of a partner for employment 

How do I apply for an IDT? 

It is advisable to discuss your request for an Inter Deanery Transfer with your Educational Supervisor. 

Once you have done this, you will need to contact your Deanery for an inter Deanery transfer form (SP 

IDT1). In order to request a transfer you will need to fill in all the details of your situation and verify that 

this information is the truth. Please ensure that all information is correct, as this may be a probity issue 

if it is later discovered to be false in any way. 

When can I apply for an IDT? 

You can apply for an IDT as soon as your situation arises, however, in most instances a transfer will not 

normally be considered prior to the trainee having spent 6 months in post and will not normally take 

place until the trainee has been in post for 1 year. Transfers within the first year after appointment will 

only be agreed by the Postgraduate Dean in exceptional circumstances and on a specific case-by-case 

basis. 

When will my transfer be considered? 

Once you have handed in your IDT form it will be considered by your releasing Deanery. If it is agreed 

that you can be released, the form will be forwarded to the receiving Deanery. 

It has been agreed that all receiving Deaneries will set up a panel to assess IDT requests. 

These panels will meet twice a year during what will be called the “transfer window” when the majority 

of agreed transfers will take place. 

What if my Deanery refuses to release me? 

If you are refused transfer by your current Deanery, you are able to appeal by writing to the 

Postgraduate Dean and asking them to reconsider your case. If you are a BMA member, the BMA will 

be able to support you in your appeal. It is important to establish the reason for refusal; you will need to 

ensure that you fulfil the criteria for transfer prior to appealing. 

What is the transfer window? 

It is envisaged that there will be two transfer windows per year. During this time all receiving Deaneries 

will form a panel to assess incoming transfer requests. The panel will comprise of: 

� Deanery representatives 

� 

� A lay person 




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Urgent requests for a transfer can be considered outside of the transfer window periods, but these 

would be highly exceptional cases only. 

How will I find out the outcome of the panel? 

At the end of the transfer window all applicants will be informed in writing of their request for a transfer. 

If a transfer has not been granted, the reason for this will be communicated in writing to the trainee 

within ten working days. 

What can I do if my transfer is refused by the receiving Deanery? 

Your transfer may be declined for several reasons, it is important to establish why you have been 

refused in this instance. If you wish to appeal the transfer window decision, the appeal will be carried 

out by a panel including representatives from the Deanery, a JDC representative and a lay person. 

This panel cannot include the same representatives as the transfer window panel. You will need 

to contact the Deanery stating your reasons for appeal within ten working days. 

It is important to establish the reason for refusal; you may not have been refused a transfer per se, but 

may have to wait for a vacancy to arise in the Deanery. 

I have been told that my application for inter Deanery transfer was acceptable, but I have not 

been offered a new post. Why is this? 

There may be many reasons, it is important to gain clarification on why you have not been offered a 

transfer by the receiving Deanery. Deaneries may have more transfer requests than posts available. If 

this is the case, the panel will assess each case and, depending on circumstance, some may be 

offered a transfer immediately, while others may have to go on a waiting list until a post becomes 

available. 

Can I attend the appeal? 

Yes. You may be asked to give oral or written evidence. If attending an appeal, you may wish to be 

accompanied / supported by a friend or BMA representative. 

What are my options if I cannot wait for a transfer, or if my application fails? 

You always have the option of applying in open competition to any vacancies that arise in your 

preferred Deanery. When applying for posts you must be aware of your current notice period. 

Non-exhaustive example scenarios 

I have an elderly parent that has significant care requirements, can I transfer? 

The care of a parent is considered a suitable reason for transfer. However, you will need to confirm that 

you are the primary carer for your parent. 

I have recently got married / entered into a civil partnership and my partner works in another 

Deanery/area/country, am I eligible for transfer? 

Yes. As a transfer may take some time, it is worth speaking to your Educational Supervisor in advance 

in order to discuss arrangements and when would be a suitable point in your training programme to 

transfer. If you are both doctors, you may wish to consider who the most appropriate candidate for 

transfer is, e.g. there may be more training opportunities available in one Deanery than the other, or it 

may be easier for one partner to move than the other. 

I have discovered that a close family member is terminally ill and would like to transfer to be 

near them, can I transfer? 

Yes. This may be considered as an exceptional circumstance and so you should speak to your 

Educational Supervisor and Postgraduate Dean immediately. In exceptional circumstances, request 

outside of the transfer window may be considered and a transfer arranged as soon as possible. 




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I (my partner) have (has) recently had a baby and now my childcare arrangements mean that I 

cannot work as far away from home as I previously could, can I request a transfer? 

Yes. The most appropriate transfer in this case may be an intra-Deanery transfer. This is where you 

move to a different location within the same Deanery. You should contact your Educational Supervisor 

and Postgraduate Dean if this is the case. If you have been working in a Deanery that is not near to 

your home, you may request an inter Deanery transfer. You may be able to do this prior to the birth, so 

speak to your Educational Supervisor and Postgraduate Dean as soon as possible. 

I have recently been diagnosed with a serious health condition and wish to move Deanery to be 

nearer family/treatment, can I transfer? 

Yes. You will need to discuss the transfer with your education supervisor and illustrate how the move 

will improve your situation. 

My partner has been on a rotation in the West Midlands for a year, but recently I applied for 

training through national recruitment and have been forced to accept a post in the Peninsula 

Deanery or face unemployment, can either of us apply for a transfer? 

It is unlikely that you will be able to transfer to the West Midlands Deanery if you were unsuccessful in 

open competition. However, your partner may be able to request a transfer to the Peninsula Deanery. 

You both may wish to discuss your options with your Educational Supervisor and your Postgraduate 

Dean. 

I wanted a post in London, but was unsuccessful in open recruitment. I am now in the Northern 

Deanery, can I transfer to London? 

Unfortunately, the IDT scheme cannot be used to apply for a specific post in another region. If you wish 

to transfer due to personal choice rather than because you fulfil one of the criteria listed above, you 

should continue to apply through open competition. 

I wish to carry out research in another Deanery as part of my training; can I apply for Inter 

Deanery Transfer? 

There are already systems in place for those wishing to undertake out of programme 

experiences/research. Please discuss the existing mechanisms for this with your Educational 

Supervisor. 

I have found a doctor in the Deanery to which I want to transfer who is willing to swap with me, 

can I transfer? 

It is important that the scheme is managed by Deans who have an overview of all the cases of trainees 

needing to transfer, and can prioritise all those cases according to need. 

I have failed my RITA/ARCP, can I transfer? 

In the majority of circumstances you will need to have passed your most recent appraisal in order for 

your transfer to be agreed. However, in exceptional circumstances your Postgraduate Dean may 

approve a transfer if they feel your training would be improved by your move to another Deanery. This 

would also have to be acceptable to the receiving Deanery. 

I am a GP Trainee. Should I apply through this system? 

Yes. The National Recruitment Office will no longer handle transfers for GP trainees and all trainees will 

be expected to follow the same procedure via their Deanery. 

I am a trainee in Scotland/Wales/Northern Ireland; does this system apply to me? 

This scheme was being piloted in England, Scotland and Wales. The pilot period ran until December 

2009. Northern Ireland decided not to participate in the pilot. 




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FORM ST IDT1 

Inter-Deanery Transfer Application Form 

Please complete this form in BLOCK CAPITALS and Black Ink and submit to your current Postgraduate Dean. Approval of an 

inter-Deanery transfer application does not guarantee a placement in another deanery. Please ensure you have read the 

guidance notes relating to Inter-Deanery Transfer applications. 

Current Deanery: GMC Number: 

Proposed Deanery: 

CONTACT DETAILS: 

Last name: First name: 

Current Address: 

for correspondence 

Postcode: 

Telephone No: Fax No: 

Mobile telephone: Email: 

CURRENT PLACEMENT: 

SpR/Run Through/Core/Other (please specify): 

Specialty (if applicable specify sub-specialty/dual 

specialty): 

Year of programme: 1/2/3/4/5/6/other 

Date of Appointment 

to current post 

Date of most recent 

RITA or ARCP Review 

(please attach all 

RITA/ARCP forms): 

dd mm yyyy 

NTN (if applicable): 

Expected CCT date 

(if applicable) 

dd mm yyyy Do you wish to 

complete your training 

flexibly (part-time)? 

Do you have any geographical restrictions as to where you 

can work in the proposed deanery? If yes, please give 

details. 

Are there any other considerations you wish to be taken into 

account? If yes, please give details. 




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dd mm yyyy 

YES NO


REASON FOR REQUESTING A TRANSFER: You should provide a detailed case outlining your circumstances and 

reasons for requesting a transfer. 

Please highlight the reason(s) from the criteria below as applicable and give further information to support your request 

stating when these changes took place 

You should attach a more detailed explanation of the reasons for requesting the transfer (one side of A4) 



3. Committed relationship – e.g. Marriage, civil partnership 

4. Other relationships, support networks 

5. Length of Rotation 

6. Impact on well being 

7. Change of Location of spouse/partner (where partner has no choice in changing length or location of their 

employment). 

You must enclose an up-to-date CV. Please confirm that you have 

⁯ (Tick to confirm) 

SIGNATURE: Please ensure your programme director signs and dates this section prior to submission 

I confirm that I have reviewed this IDT application. Please note any comments; 

Signature …………………………………………………… Date: / / 

SIGNATURE: Please sign and date this form and submit to your current Postgraduate Dean 

I hereby formally apply to transfer to (receiving deanery) and confirm all above information is 

correct. 

I am aware that a deanery panel will meet to review this application. I acknowledge that I have the right of appeal if the 

panel decides I do not meet the criteria for transfer. 





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To be completed by current Postgraduate Dean: 

Do you approve and support this trainee‟s application for a transfer? YES NO 

If NO, please give reasons: 

This trainee currently holds a National Training Number (NTN) YES NO 

If YES 

I would prefer that this NTN: 

is retained for the duration of his/her programme 

be retained for an interim period and then relinquished 

is relinquished and that you issue a (receiving deanery) NTN 

Signature ………………………………………………………………. Date / / 

NAME 

DEANERY 

To be completed by receiving Postgraduate Dean: Select 1 of the following options 

Yes, I confirm I can accept this transfer request with effect from Start date: / / 

No, I am not willing to accept this transfer request for the reason given below 

I am unable to accept at this time but would accept the transfer if a vacancy 

subsequently becomes available 




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Please tick 

Please tick 


NAME 

DEANERY

FORM GP IDT1 


Please complete this form in BLOCK CAPITALS and Black Ink and submit to your current DPGPE. Approval of an inter- 

Deanery transfer application does not guarantee a placement in another deanery. Please ensure you have read the 

guidance notes relating to Inter-Deanery Transfer applications. 

Current Deanery: GMC Number: 

Proposed Deanery: dd mm yyyy 

Date of Proposed Transfer: (you are advised to apply before 

recruitment to this intake has commenced) 

CONTACT DETAILS: 


Current Address: 

for correspondence 

Postcode: 

Telephone No: Fax No: 

Mobile telephone: Email: 

CURRENT GP ST SCHEME: 

Name of ST Scheme: 

Date of Appointment 

to GP VTS: 

CURRENT POST: 

ST Specialty: 

GPR Practice: 

dd mm yyyy 

Full time 

Part time 

Expected date of 

completion of GP VTS: 

Start date: 

Finish date: 

PROPOSED POST: Please tell us if you have posts planned that you have not started yet 

ST Specialty: 

GPR Practice: 

Full time 

Part time 

Start date: 

Finish date: 




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dd mm yyyy 

POSTS COMPLETED AS PART OF GP Specialty Training Programme: Enclose the appropriate VTR2 forms 

Specialty: 

Full time 

Part time 

Full time 

Part time 

Full time 

Part time 

Full time 

Part time 

Start Date End Date 

dd mm yyyy dd mm yyyy


OTHER EDUCATIONALLY APPROVED ST POSTS Enclose the appropriate VTR2 forms or letter from 

JCPTGP/PMETB/RCGP or deanery 

Start Date End Date 

Specialty: 

dd mm yyyy dd mm yyyy 

Full time 

Part time 

Full time 

Part time 

Full time 

Part time 

GP REGISTRAR POSTS (ST3): If you have previously undertaken a GP Registrar post, please answer the following 

questions and enclose a VTR1 form if appropriate. 

Name of training practice: 

Full time 

Part time 

Start Date: 

dd mm yyyy 

Finish Date: 

Are you currently registered on a PCTs Performance List? YES NO 

If yes, give name of the PCT 

COMPLETED ASSESSMENTS: 




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dd mm yyyy 

Have you attempted any components of Summative Assessment/nMRCGP? YES NO 

If yes, please give details of components attempted or submitted, dates, and results if known. 

TRAINING REQUIREMENTS: Please confirm how much further training (whole time equivalent) you will require in 

order to complete your GP training from the proposed transfer date 

GP Registrar Post 6 months 12 months 18 months 

Hospital Component: 6 months 12 months 18 months 24 months 

Do you wish to complete your training flexibly (part-time)? YES NO 

Do you have any geographical restrictions as to where 

you can work in the proposed deanery? If yes, please 

give details. 

Are there any other considerations you wish to be taken 

into account? If yes, please give details.


REASON FOR REQUESTING A TRANSFER: You should provide a detailed case outlining your circumstances and 

reasons for requesting a transfer. 

Please highlight the reason(s) from the criteria below as applicable and give further information to support your request 

stating when these changes took place 

You should attach a more detailed explanation of the reasons for requesting the transfer (one side of A4) 



10. Committed relationship – e.g. Marriage, civil partnership 

11. Other relationships, support networks 

12. Length of Rotation 

13. Impact on well being 

14. Change of Location of spouse/partner (where partner has no choice in changing length or location of their 

employment). 

You must enclose an up-to-date CV. Please confirm that you have 

⁯ (Tick to confirm) 

SIGNATURE: Please ensure your programme director signs and dates this section prior to submission 

I confirm that I have reviewed this IDT application. Please note any comments; 


SIGNATURE: Please sign and date this form and submit to your current DPGPE 

I hereby formally apply to transfer to deanery and confirm all above information is correct. 

I am aware that a deanery panel will meet to review this application. I acknowledge that I have the right of appeal 

if the panel decides I do not meet the criteria for transfer. 





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To be completed by current DPGPE: 

Do you approve and support this trainee‟s application for a transfer? 

If NO, please give reasons: 

If YES, 

Please confirm the trainee‟s NT (GP) or SA number 




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YES NO 


NAME 

DEANERY 

To be completed by receiving DPGPE: Select 1 of the following options 

Yes, I confirm I can accept this transfer request with effect from Start date: / / 

No, I am not willing to accept this transfer request for the reason given below 

I am unable to accept at this time but would accept the transfer if a vacancy 

subsequently becomes available 

Please tick 

Please tick 


NAME 

DEANERY

DOCUMENT HISTORY 

Version Date Remarks 

1.0 March 2010 Policy Created/Updated October 2010 

1.1 July 2010 Policy reviewed in line with National guidance 

1.2 January 2012 Inclusion of Equality and Diversity Act 2010 statement 




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